PRIVACY POLICY

GFEST Festival Website

Last updated: 13.02.2026

This Privacy Policy explains how R&L Events Ltd (“we”, “our”, “us”) collects, uses, stores and protects personal data when you visit our website and/or submit an application through our Open Call form.

We are committed to protecting your privacy and processing personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

1. Data Controller

The data controller responsible for the processing of personal data is:

R&L EVENTS LTD
Reg no 15725081
Reg address 128 City Road, London, United Kingdom, EC1V 2NX
Email org@gfest.live

2. Personal Data We Collect

Depending on your interaction with our website, we may collect the following personal data:

2.1 Open Call / Application Form

When you submit an application, we may collect:
• Full name
• Email address
• Phone number (if applicable)
• Band/project name
• Band members’ names (if provided)
• Social media links
• Website links
• Music/portfolio links
• Biography, description, and other submitted information
• Any other information you voluntarily provide

2.2 Website Usage Data

When you visit our website, we may collect technical information such as:
• IP address
• Browser type and version
• Device information
• Pages visited and time spent
• Referring website
• Cookies and tracking data (see Section 8)

3. Purposes of Processing

We process your personal data for the following purposes:
• To receive and review Open Call applications
• To communicate with applicants regarding selection and festival participation
• To manage festival organization and event planning
• To contact selected applicants and coordinate logistics
• To comply with legal obligations
• To improve our website and user experience
• To prevent fraud or misuse of our website

4. Legal Basis for Processing

We process personal data under the following GDPR legal bases:
• Consent (Art. 6(1)(a)) — where you provide consent (e.g., newsletter subscription)
• Performance of a contract / pre-contractual steps (Art. 6(1)(b)) — processing applications for participation
• Legitimate interests (Art. 6(1)(f)) — festival administration, communication, website improvement
• Legal obligation (Art. 6(1)(c)) — compliance with applicable laws

5. Data Retention

We retain personal data only as long as necessary for the purposes described in this Privacy Policy.
• Open Call submissions are stored for the duration of the selection process and festival preparation.
• If an applicant is not selected, their data may be deleted within 6 months after the selection results.
• If an applicant is selected, their data may be retained for the duration of the festival organization and post-event reporting.

We may retain certain data longer if required by law or for legitimate legal purposes.

6. Sharing of Personal Data

We do not sell personal data.

We may share personal data with:
• festival staff and organizers involved in the selection and organization process
• service providers (e.g., hosting, email platforms, form processing services)
• legal and accounting advisors (if necessary)
• public authorities where legally required

All third-party processors are required to protect personal data and process it only according to our instructions.

7. International Transfers

If we transfer personal data outside the European Economic Area (EEA), we ensure appropriate safeguards, such as:
• Standard Contractual Clauses approved by the European Commission
• transfers to countries with an adequacy decision

8. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to ensure proper website functionality and improve user experience.

Cookies may include:
• necessary cookies (required for the website to function)
• analytics cookies (to analyze website traffic)
• marketing cookies (if applicable)

Where required by law, cookies will only be used after your consent.

You can manage cookie preferences via your browser settings or our cookie banner.

9. Your Rights Under GDPR

Under the GDPR, you have the right to:
• access your personal data
• request correction of inaccurate data
• request deletion of your data (“right to be forgotten”)
• restrict processing
• object to processing based on legitimate interest
• request data portability
• withdraw consent at any time (where processing is based on consent)
• lodge a complaint with a supervisory authority

To exercise your rights, please contact us at: org@gfest.live

10. Data Security

We take reasonable technical and organizational measures to protect personal data from unauthorized access, loss, misuse, or alteration.

However, no online system is 100% secure, and we cannot guarantee absolute security.

11. Third-Party Links

Our website may contain links to third-party websites (e.g., social media platforms, music platforms).

We are not responsible for the privacy practices of those websites. We encourage you to review their privacy policies separately.

12. Applications Submitted on Behalf of a Band

By submitting an application, you confirm that you are authorized to provide personal and project-related information on behalf of your band/project members.

13. Updates to This Privacy Policy

We may update this Privacy Policy from time to time.

The updated version will be published on this page with a revised “Last updated” date.

14. Contact Information

If you have any questions regarding this Privacy Policy or how we process personal data, please contact us:

Email: org@gfest.live